1. Texas NAHRO 31st Annual Conference and Tradeshow
(REAC: UPCS Inspection Protocol)
April , 2007

2. Training Agenda TUESDAY, APRIL 24TH:
8:30 am – Welcome / Go over this thing
8:45 am – Protocol
10:00 am – BREAK (30 Minutes)
10:30 am – Protocol (Oh no, not more of it!)
12:00 pm – LUNCH
1:30 pm – “Inspection Day” Video
2:00 pm – Deficiencies, Definitions and
the Software, oh my!

3. Training Agenda (Continued)
TUESDAY, APRIL 24TH:
3:00 pm – BREAK (30 Minutes)
3:30 pm – Deficiencies, Definitions …
5:00 pm – End for the Day

4. Training Agenda (Continued)
WEDNESDAY, APRIL 25TH:
8:30 am – Deficiencies, Definitions …
9:30 am – HQS vs. UPCS, Scoring, Appeals, etc.
10:00 am – BREAK (30 Minutes)
10:30 am – HQS vs. UPCS, Scoring,
Appeals, etc. (Continued)
12:00 pm – End of Session

5. “Don’t shoot the messenger!” (Me.)
Ground Rules
RULE NUMBER 1:
“Don’t shoot the messenger!” (Me.)
RULE NUMBER 2:
Ask questions! Remember, there are no dumb questions, just dumb answers. (Which I’ll try my best not to give.)
RULE NUMBER 3:
When in doubt, refer to RULE NUMBER 1 above.

6. Reminder! =

7. Questions to be Answered
- How do I properly prepare for a REAC inspection?
- Where should I focus my resources?
- What is my role during the inspection?

8. Questions to be Answered (Continued)
- How will certain things, like smoke detectors, be checked? (Will the inspector use canned smoke or just push the button?)
- What kind of questions should I ask the inspector before he leaves my site so that I can better understand what went wrong?

9. Questions to be Answered (Continued)
- How do I appeal a finding, and what kinds of documentation do I need to back up my appeal?
- How do I educate my residents during their annual inspections in order to prevent findings during the REAC inspection?
- Is there a checklist of standards I can use before the inspection to help me make sure everything is up to par?

10. PROTOCOL

11. PIH/REAC’s Mission
The Real Estate Assessment Center's (REAC) mission is to …
… provide and promote the effective use of accurate, timely and reliable information assessing the condition of HUD's portfolio;
… to provide information to help ensure that HUD subsidized housing remains decent, safe and sanitary;
… and to restore the public trust by identifying fraud, abuse and the wasting of HUD resources.
Our Mission

12. UPCS
The Uniform Physical Condition Standards (UPCS) are the foundation of HUD/PIH-REAC’s Physical Inspection Program.
Creates the structure of the physical inspection.
(Identifies five inspectable areas and health and safety hazards.)
Establishes standardized definitions for inspectable items, the basis for electronic inspections via UPCS software.
(Inspection data is validated, producing a score which indicates
the physical condition of a property.)
Provides a uniform, objective protocol for training inspectors performing inspections of all property types.

13. PHYSICAL INSPECTION STRUCTURE
PROPERTY
Site
Building
Inspectable
Areas
Area
Building
Exterior
Systems
Units
Common
Areas

14. PHYSICAL INSPECTION STRUCTURE
INSPECTABLE ITEMS
SITE
Fencing and Gates
Grounds
Mailboxes/Project
Signs
Market Appeal
Parking Lots/
Driveways/Roads
Etc.
BUILDING
SYSTEMS
Domestic Water
Electrical System
Elevators
Emergency
Power
Fire Protection
HVAC
Etc.
UNIT
Bathroom
Call-for-Aid
Ceiling
Doors
Electrical System
Floors
Hot Water Heater
Kitchen
Etc.
BUILDING
EXTERIOR
Doors
Fire Escapes
Foundations
Lighting
Roofs
Walls
Etc.
COMMON AREAS
Basement/
Garage/Carport
Community Room
Day Care
Halls/Corridors/
Stairs
Etc.
HEALTH & SAFETY
Air Quality Elevator Emergency/Fire Exits Flammable Materials Electrical Hazards Etc.

15. UPCS SOFTWARE CONFIGURATION
Deficiency Definitions
No Observed
Deficiency (NOD)
Level 1
Level 2
Level 3
- or -
Inspectable
Area
Inspectable
Item
Observed
Deficiency (OD)
- or -
Not Applicable
(NA)

16. PASS SUBSYSTEM COMPONENTS
Inspector gathers data using UPCS Software on a DCD
PASS
Physical Assessment
Subsystem
- Scoring
- Checklist
- Inspection Review
- Time Stamp Analysis
- Reporting
The
INTERNET
Data
Collection
Device
Added Time Stamp Analysis to PASS box.

17. SCORING Physical Assessment Score
Predetermined
weights
and factors
Building Profile
Information
Observed
Deficiencies
Physical
Assessment
Score

18. PHYSICAL INSPECTION PROTOCOL
Standard set of rules and procedures followed on all inspections as established in the UPCS.
Includes three phases:
Pre-Inspection
Inspection
Post Inspection
Each phase is completed in the above order

19. INSPECTOR’S ROLE Perform objective, factual physical assessments.
Conduct inspections according to the HUD/PIH-REAC Physical Inspection Protocol.
Ensure success by complying with the UPCS.

20. CODE OF CONDUCT
Maintain professional conduct and demeanor at all times during the inspection and interaction with the inspection participants.
Display the HUD-issued photo id during the inspection.
Dress appropriately.
Be courteous and professional.
Be aware of cultural differences.
Defer resident questions concerning maintenance to the property
representative.
Do not make promises about inspection results.

21. CODE OF CONDUCT (Continued)
Conflicts of interest – be aware!
Do not offer an opinion as to the quality of the site, building or unit.
Do not bring a firearm or other weapons onto a property.
Do not invade a resident’s privacy by attempting to open a closed door within a unit (bedroom, bathroom, etc.)
without the permission of the resident or the property representative.

22. CODE OF CONDUCT (Continued)
Do not disclose any information to a third party about the inspection results. Defer to the property owner/representative.
Do not utilize local HUD offices, MF or PHA offices to conduct personal business (phone calls, inspection uploads, etc.)

23. SUMMARY HUD Physical Inspections are: Objective Consistent
Comprehensive
Evaluations of HUD-supported properties
A step to help HUD prioritize and direct its resources
A method to ensure that we all work together to provide housing that is decent, safe, sanitary and in good repair

24. PHYSICAL INSPECTION PROTOCOL
Day
Inspection Day
Receive
inspection
assignment 1
Download
property
profile 2
Confirm 3
Update
schedule 4
Travel to 5
Meet with property
representative 6 7
Verify/update property profile info.
a. property, b. participant,
c. certificate, d. area measures 8
Visually verify/update
building
information
Generate
sample 9
a. Identify sample buildings
b. Enter generated
sample units 10
Inspect
a. site,
b.-d. building(s),
and e. units 11
Confirm/verify
data 12
Complete
Notification
of Exigent and Fire
Safety Hazards
Observed form
(if needed)
and
provide a copy
to property 13
Upload
completed 14
Step 14 revise by deleting one of the two boxes and change to circle or oval.

25. PHYSICAL INSPECTION PROTOCOL
PRE-INSPECTION
Receive
inspection
assignment 1
Download
property
profile 2
Confirm
inspection 3
Update
inspection
schedule 4
No change

26. STEP 1: Receive Inspection Assignment
HUD awards RAP inspections to winning bidder.
Contractor/servicing mortgagee assigns inspection and notifies an inspector.
Property profile information is available for downloading from the REAC Web site.
PRE-INSPECTION PHASE

27. STEP 2: Download Property Profile
Inspector downloads Property Profile from the REAC Web site directly to the UPCS software on their DCD.
Downloaded information automatically populates appropriate fields in the UPCS software.
Property Profile contains the following information, and MUST BE VERIFIED while on site!
Inspection number.
Property information: name, street address (no P.O. Box), and telephone number of the property, and number of buildings and units.
Participant information: participant’s name, role, and organization name, address, telephone number.
Building information: building name,
street address (no P.O. Box), type,
construction year, number of units.
PRE-INSPECTION PHASE
No change

28. STEP 3: Confirm Inspection [Arrange Date and Time]
Inspector contacts the authorized property representative (owner, management company or PHA) to:
Explain the purpose of the inspection
To objectively assess the physical condition of the property, not to create a laundry list of maintenance items
Negotiate mutually agreeable time for physical assessment
PRE-INSPECTION PHASE
Switched help desk with TAC
Inspector should notify the TAC if the property owner refuses to permit an inspection.
All inspections must occur in presence of the property representative.

29. STEP 3: Confirm Inspection [Arrange Date and Time] (Continued)
Inspector sends an Inspection Notification Letter
Informs property representative to:
Notify all residents of upcoming inspection
Have available for the inspector on
day of inspection ...
Copy of document notifying residents
Total number of buildings and units
Address or unique building identifier for each building
Applicable certificates (e.g., elevators, boilers, etc.)
Occupancy rate
Rent roll
Site map or plot of property (if available)
Area measures for parking lots/driveways/roads and walkways/steps
PRE-INSPECTION PHASE
No change in content

30. STEP 4: Update Inspection Schedule
Inspections are to be performed during normal business hours, which vary from agency to agency.
The inspector is responsible for updating the REAC Inspection Schedule for any and all changes and also for notifying any affected parties.
PIH-REAC Quality Assurance (QA)
inspections are based on the REAC
Inspection Schedule
Servicing mortgagee provides REAC
with individual inspector schedules
PIH-REAC must be aware of all schedule changes
PRE-INSPECTION PHASE

31. PHYSICAL INSPECTION PROTOCOL
Travel to
property 5
Meet with property
representative 6
Verify/update property profile info.
a. property, b. participant,
c. certificate, d. area measures 7
a. Identify sample buildings
b. Enter generated
sample units 10
Visually verify/update
building
information 8
Generate
sample 9
Inspect a. site,
b.-d. building(s),
and e. units 11
No change
Confirm/verify
inspection
data 12
Complete Notification of Exigent and Fire
Safety Hazards Observed form (if needed)
and provide a copy to property representative 13

32. STEP 5: Travel to Property
Inspector must follow REAC rules for travel:
Inspector must be physically present and on time to conduct the inspection.
If the inspection cannot be performed or completed on the scheduled day, the inspector must call the TAC immediately.
If the weather prevents the inspector from
arriving at the property, they must request
approval from the TAC to declare the
inspection “unsuccessful”.
INSPECTION PHASE
No change

33. INCLEMENT WEATHER POLICY
Property representative may postpone an inspection due to inclement weather.
Inspector must report immediately to REAC’s Physical Inspections Technical Assistance Center (TAC).
Inspector receives log number from the TAC to upload with the inspection confirming cancellation.
Inspectors should not inspect a property if a “Severe Weather Advisory” in in effect.
Includes, but is not limited to, hurricanes, tornadoes, thunderstorms, hail or any other adverse weather condition that would likely endanger the safety of the participants (includes any snowstorm for which such an advisory has been issued).
Check validity of 2nd bullet

34. SNOW POLICY
In the absence of a severe weather advisory, inspectors should attempt to inspect all properties regardless of snow.
Any inspectable item not visible due to snow is recorded as NOD (No Observed Deficiency).
Provide comment indicating items were hidden by snow.
No change

35. STEP 6: Meet with Property Representative
Inspector identifies himself as an inspector of
HUD properties, not an employee of HUD.
Inspector verifies that residents were given
written notification of inspection.
Inspector must notify the TAC, if residents were NOT notified and TAC will advise if inspector is to continue.
Inspector discusses inspection purpose with
property representative.
To objectively record the physical condition of the
property, NOT to instruct property representative
on maintenance and repair.
Inspector explains sampling process
Generates random sample of units to inspect.
Reduces length of inspection.
INSPECTION PHASE
Added: if TAC advises (1st bullet)

36. STEP 6: Meet with Property Representative (Continued)
Inspector explains how Life-Threatening Health and Safety Hazards will be handled.
Inspector ...
Displays the HUD-issued photo id at all times.
Verifies rent roll (or other all-inclusive documents) to confirm proper building/unit count.
Verifies, if applicable, list of units relative to 504/FHA/ADA.
Verifies occupancy rate and records as percentage in DCD (for MF properties only).
Obtains area measures.
Inspector is always accompanied by
the property representative while on
the property.
INSPECTION PHASE
No change

37. STEP 7: Verify/Update Property Profile Information
The Property Profile …
Includes information on the property, participant, certificates and area measures.
Must be updated before the inspection begins.
Is used to generate statistically accurate building and unit inspection samples.
Incorrect sampling will invalidate the inspection which may require a re-inspection (at no additional cost to the Government)
INSPECTION PHASE
No change

38. STEP 7a: Verify/Update Property Information
Inspector verifies/updates property information prior to conducting the inspection, including:
Property name, address and telephone number.
Scattered site information.
Total number of buildings and units.
A building is defined as any structure that has a contiguous roofline, a permanent foundation, is enclosed on all sides, and at least one utility servicing it, such as electric, gas, water or sewer.
INSPECTION PHASE
No change

39. STEP 7b: Verify/Update Participant Information
Inspector verifies/updates participant information.
Participant name.
Participant role (e.g., site manager, owner, etc.)
Participant organization name.
Participant address and telephone number.
Participant address.
Participants may be individuals or organizations.
There should be at least 3 participants listed.
For PHA: must include Executive Director.
For MF: must include Owner and the Management Agent.
INSPECTION PHASE
No change

40. STEP 7c: Verify Certificates
Inspectors should verify the existence of applicable certificates.
Check expiration date to ensure it is current.
Record results in UPCS software.
Inspectors should verify the existence of a Lead-Based Paint Disclosure Form and a Lead-Based Paint Inspection Report for buildings constructed built prior to 1978.
INSPECTION PHASE
No change

41. STEP 7d: Obtain Area Measures
Inspectors should try to obtain Area Measures.
Refers to proportionality.
Proportionality is used to determine the percentage (square footage) of the defective area.
Proportionality only applies to:
Parking lots, driveways and roads.
Walkways and steps.
The rating level of the defect is based on the percentage of the defect.
INSPECTION PHASE
No change

42. STEP 8: Visually Verify/Update Building Information
Inspectors must validate building information
Building name and address
Building type
Building construction year (original year built – not rehabilitation date)
Total number of units
Failure to validate building information may result in an inaccurate count of buildings and units
Building and unit counts are used to generate the inspection sample
Inspectors must also determine if a building is uninspectable
Important to record uninspectable buildings before generating the sample
INSPECTION PHASE
No change

43. BUILDING TYPE DEFINITIONS
Common Building – A detached non-residential structure.
Duplex – A detached residential structure consisting of two units.
Low-Rise/Garden Apartments – A multi-unit residential structure consisting of two and one-half or less floors with a common hall entrance.
Mid/High-Rise Apartments – A multi-unit residential structure consisting of three or more floors with or without elevators.
Row/Town House – A single unit residential structure that is connected to a similar structure by a common sidewall with individual exterior unit entrance.
Single Family House – A detached residential structure consisting of one unit.
No change

44. CLIENT ROOM POLICY
For nursing homes, group homes, and assisted living facilities, any room with a bed, or beds, is considered a “client room”.
Client rooms are to be inspected and listed as dwelling units.
Inspectors should change the number of units in the DCD to reflect client rooms.
All other areas of the facilities, including kitchens, dining areas, community areas, etc., are to be inspected as common areas.
No change

45. STEP 9: Generate Sample
Inspector generates sample using the sampling function of UPCS software
Mathematical and statistical equations
Statistically valid random sample
Displayed as sequence of unit numbers
Designed to produce a sample that accurately reflects what would have been recorded if all buildings/units were inspected
INSPECTION PHASE
No change

46. STEP 9: Generate Sample (Continued)
Variations to protocol produce inaccurate samples and may invalidate inspections
Inspector must follow protocol steps
Verify/update all property information before generating sample
Generate only one sample for each inspection in UPCS software
INSPECTION PHASE
No change

47. SAMPLING “DO’s” AND “DON’Ts”
Verify all property and building information prior to generating the sample.
Use the all-inclusive list of units to determine sample units.
Select units in the order they are displayed.
Select alternate units in the order they are displayed. Do
No change
Allow property owners to alter sample units.
Provide property owners with a list of samples prior to inspection.
Deviate from inspection protocol.
Don’t

48. STEP 10a-b: Identify Sample Buildings and Enter Generated Sample Units
UPCS software displays “Yes” in the “In Sample” field for each building included in the sample.
UPCS software displays sequence of unit numbers in the “Sample Units” text field.
Each number represents a unit in the selected building.
The order of the numbers represents the relative position of each unit on a complete list of units.
For example: The number 4 represents the fourth unit on the list.
Inspector adds sample units by using an ALL-INCLUSIVE list of units.
The list may be the rent roll if it includes vacant as well as occupied units.
INSPECTION PHASE
No change

49. INSPECTION GUIDELINES
Direct specific resident complaints to the property representative.
Remind residents of the purpose of the inspection.
To record the physical condition of the unit, not evaluate housekeeping
Observe and inspect all five inspectable areas:
Site
Building Exterior
Building Systems
Common Areas
Units
No change

50. INSPECTION GUIDELINES (Continued)
Call out all observed deficiencies and the severity level to the property representative as you perform the inspection.
Be alert to any Health & Safety hazards that may exist in an inspectable item.
Record items inside the development/property.
Any physical structures under the control of the housing provider (e.g., city streets and sidewalks) must be inspected.
No change

51. HEALTH AND SAFETY HAZARDS
Inspectors must rate and record observed Health and Safety deficiencies
Health and Safety items include:
Air Quality
Electrical Hazards
Elevator
Emergency/Fire Exits
Certain Level 3 deficiencies automatically generate Health and Safety hazards
Flammable Materials
Garbage and Debris
Hazards
Infestation
No change

52. LIFE-THREATENING HEALTH
AND SAFETY HAZARDS
Be observant of the life-threatening health and safety hazards listed on the Notification of Exigent and Fire Safety Hazards Observed form:
A. Propane, natural, or methane gas
B. Exposed wires or open electrical panels
C. Water leaks on or near electrical equipment
D. Blocked or unusable emergency or fire exits
E. Blocked fire escapes or ladders
F. Missing or misaligned chimney for gas-fired water heater/HVAC
G. Window security bars preventing exit
H. Expired fire extinguishers
I. Inoperative/missing smoke detectors
No change

53. LIFE-THREATENING HEALTH AND SAFETY HAZARDS (Continued)
All observed life-threatening health and safety hazards ...
MUST be recorded in the DCD.
MUST be recorded on the Notification of
Exigent and Fire Safety Hazards Observed form.
Include hazards found in buildings not in the sample.
Inspector notifies property representative of all hazards immediately.
No change

54. STEP 11a: Inspect Site
Site is defined as the area surrounding the building(s) of a property
Example: Fencing and Gates, Grounds, Mailboxes/Project Signs.
Only one site per property.
Site may be inspected at any time during the inspection.
INSPECTION PHASE
No change

55. STEP 11b-d: Inspect Building: Exterior, Systems and Common Areas
It is encouraged to complete all inspectable areas of a building, before inspecting another building.
The inspector must record the physical condition of three areas for each sample building:
Building Exteriors - outside building surfaces (e.g., fire escapes, lighting)
Building Systems - civil systems that
support the building (e.g., domestic water,
HVAC)
Common Areas - areas within each
building that are usable by more than
one resident or by the property
administration.
INSPECTION PHASE
No change

56. STEP 11b-d: Inspect Building: Exterior, Systems and Common Areas (Continued)
Inspector physically verifies that all
buildings declared uninspectable meet
REAC standards for that classification.
If a sample building is discovered to
be uninspectable during the inspection:
Inspector indicates uninspectable reason
in the UPCS software.
Inspector selects the next available alternate building.
Alternate building may be inspected at any time during the inspection.
Alternate buildings must be selected in the order they are displayed in the UPCS software.
INSPECTION PHASE
No change

57. STEP 11e: Inspect Units
Per Code of Conduct, with respect to resident privacy, an inspector should not open closed doors within a unit. After property personnel provides access, inspector may open/close to test functionality of the door(s).
If a sample unit is declared uninspectable during the inspection:
Inspector indicates uninspectable reason using the UPCS software.
Inspector selects the next available alternate unit
Alternate units must be selected in the order they are displayed in the UPCS software.
Alternate unit may be inspected at any time during the inspection.
INSPECTION PHASE
No change

58. STEP 11e: Inspect Units (Continued)
Alternate units are inspected when a sample unit is considered uninspectable.
UPCS software automatically generates alternate units.
Selection Guidelines for Alternate Units:
Alternate units must be selected in the order they are displayed.
Example: If the alternates for a sample are 5 and 3, 5 must be used as an alternate before 3.
If no alternate units exist in the sample building then select an alternate unit of the same building type.
If no alternate units exist for same building type then select an alternate unit in the next building type group.
If no other alternate units remain then call TAC for assistance.
INSPECTION PHASE
Deleted help desk

59. VACANT UNITS POLICY Multifamily housing properties:
Vacant units are included in the random sample.
Only inspect vacant units at properties with 15% or more total vacant units (85% or less occupancy rate).
At properties with less than a 15% vacancy rate, inspectors should not inspect vacant units, but replace them with alternates from the sample.
Public housing properties:
Vacant units are included in the random sample.
Vacant units should not be inspected.
No change

60. INSPECTING CLIENT ROOMS
Client rooms in nursing homes, group homes and assisted living facilities are inspected as dwelling units but do not always have assigned numbers.
To inspect these rooms, start room count at the lowest level, move to the right, and then up through the building to select rooms as they are listed in the sample.
Mixed-use facilities contain both client rooms and residential (apartment-style) dwelling units - the total number of units used to generate the sample will include both.
No change

61. STEP 12: Confirm/Verify Inspection Data
Inspector uses “Check/Prepare/Import” function of UPCS software to automatically review inspection completion.
UPCS software verifies thoroughness and identifies any missing items.
Use function before leaving site.
Only completed inspections are accepted by the DCD for uploading to REAC.
INSPECTION PHASE
No change

62. STEP 13: Complete Notification of Exigent
and Fire Safety Hazards Observed Form
Life-threatening hazards are documented on the Notification of Exigent and Fire Safety Hazards Observed form.
Property representative signs the form.
If representative refuses to sign, note the refusal on the form.
A copy of the form, signed by the inspector, must be left with property representative.
INSPECTION PHASE
No change

63. CORRECTING LIFE-THREATENING
DEFICIENCIES
For Public Housing properties, life-threatening deficiencies must be corrected and/or abated within 24 hours and reported to the HUD field office within 3 business days.
For Multifamily Housing properties, life-threatening deficiencies must be mitigated immediately and reported to the HUD field office within 3 business days.
Check validity of both statements

64. PHYSICAL INSPECTION PROTOCOL
POST INSPECTION
Upload
Completed
Inspection
Data 14
Removed obsolete step

65. STEP 14: Upload Completed Inspection Data
Receipt # received by inspector when upload is complete.
Completed inspections must be uploaded to the REAC Web site within 24 hours.
Technical problems with uploading should be referred to the TAC immediately.
Inspections should be deleted from the DCD only after the inspections are accepted by REAC.
POST INSPECTION PHASE
Deleted help desk and changed step #

66. VARIANCES Subjectivity Negligence Gaming
Occur when inspectors do not follow the standard inspection procedures as defined by the Physical Inspection Protocol.
Negatively affect the accuracy and validity of physical assessments.
Types of variances:
Subjectivity
Negligence
Gaming
No change

67. TYPES OF VARIANCES SUBJECTIVITY
When inspectors make personal judgments about the condition of a property or allow their personal biases to affect how they inspect
NEGLIGENCE
When inspectors purposely try to avoid following the Physical Inspection Protocol in order to reduce the time or effort required to inspect a property
GAMING
When inspectors perform illicit activities in an attempt to cheat the system
NO CHANGE

68. SUMMARY Inspection protocol is designed to:
Standardize the inspection process
Provide HUD with consistent, objective
and factual inspection data
Inspection protocol is divided into three
main phases:
Pre-Inspection
Inspection
Post Inspection
Adherence to the protocol is critical for:
Accurate physical assessments
Maintenance of decent, safe, and sanitary housing in good repair
No change

69. DEFICIENCIES, DEFINITIONS AND
THE SOFTWARE, OH MY!

70. DCD 2.3 INSPECTABLE DEFECTS
* Time to check out some pictures! *

71. HQS VS. UPCS, SCORING,
APPEALS, ETC.

72. The Process Regulatory requirement that housing providers must
inspect their units/properties to a HUD defined standard.
OLD: (HQS)
Housing Agency Inspects
to Standard
Field Office
Quality Assurance
Paper based
Pass/Fail
Subjective
Inconsistent
NEW: (UPCS)
HUD
Headquarters
Housing Agency Inspects
to Standard
PIH-REAC
Quality Assurance
Electronic
Point Deductions
Objective
More Consistent
Field Office

73. “Decent, safe, sanitary and in good repair.”
The Standard
“Decent, safe, sanitary and in good repair.”
MEASUREMENT 44
Elements
Housing Quality Standards (HQS) 41
Elements
Future
Uniform Physical Condition Standards (UPCS)

74. HQS vs. UPCS
Insulation
Curtains and Shades
Water Saver Devices

75. Holes/Missing Tiles/Panels
Dwelling Units
Building
LEVEL 3
Dwelling
Units
Living Room
Ceiling
Holes/Missing Tiles/Panels

79. Item: Ceiling Condition
HQS:
Uses “subjective” measurements such as “serious”, “large”, “significant” and “severe” without specifying a quantifiable amount. (Makes consistent ratings more difficult to obtain amongst different inspectors.)
If just one item is marked “Fail”, then the entire unit fails the inspection.
UPCS:
Uses “objective” measurements such as “larger than 8-1/2 x 11” or “more than 3 tiles”. (Makes consistent ratings more obtainable amongst different inspectors.)
If an item receives a “Level 3” rating, then the score for that unit will be reduced from its potential maximum points.

80. Item: Ceiling Condition UPCS Guidance (electronic)
HQS Guidance (paper)
UPCS Guidance (electronic)
*Covered under either:
“Bulging/Buckling”, “Peeling/Needs Paint” or “Water Stains/Water Damage/Mold/Mildew”.

81. Misaligned Chimney/Ventilation System
Building Systems
Building
LEVEL 3
Building
Systems
Domestic
Water
Misaligned Chimney/Ventilation System

82. Item: Hot Water Heater HQS:
If just one item is marked “Fail”, then the entire unit fails the inspection.
UPCS:
If an item receives a “Level 3” rating, then the score for that building will be reduced from its potential maximum points.

83. UPCS Guidance (electronic)
Item: Hot Water Heater
HQS Guidance (paper)
UPCS Guidance (electronic)
*Covered under:
“Missing Pressure Relief Valve”.

84. LEVEL 3 Dwelling Units Missing/Inoperable Building Dwelling Units
Smoke
Detector
Missing/Inoperable

85. Item: Smoke Detectors HQS:
If this item is marked “Fail”, then the entire unit fails the inspection.
UPCS:
If this item receives a “Level 3” rating, an “Exigent Health & Safety” notation is made but no points are deducted from the overall score.

86. UPCS Guidance (electronic)
Item: Smoke Detectors
HQS Guidance (paper)
UPCS Guidance (electronic)

87. Top 20 Deficiencies
1. HVAC – the water heater Pressure Relief Valve discharge tube extends to within 18 inches of the floor;
2. Misaligned Chimney – the vent stack on gas operated water heaters or furnaces are properly aligned;
3. Missing HVAC Covers – there are covers on all baseboard heaters;
4. Access to the Electrical Panel – access to electrical panels is not blocked by furniture or other items;
5. Missing Covers – electrical panels have interior covers (aside from the panel lid box itself) to prevent exposure from the wire connections;
6. Open Breaker Ports – Open breaker ports are covered;
7. Doors Damaged Seals – the factory-installed seals on Exterior Doors, such as building or unit doors, are in place and undamaged;
8. Doors Damaged Hardware – Exterior door hardware locks or latches properly and Fire Doors function as designed;
9. Security Doors – security doors do not have dual-side key locks;
10. Kitchen – Damaged Stoves/Ovens – stove burners are working;

88. Top 20 Deficiencies (Continued)
11. Plumbing – pipes and faucets are not leaking, and areas around any leaks are cleaned up and repaired;
12. Damaged Sinks/Showers – any hardware problems are repaired, diverters are working, drains have stoppers, Hot or Cold water handles are in place and working;
13. Clothes Dryers - are properly vented to the outside from units or laundry rooms;
14. Storm Water Sewers - are not clogged with trash or leaves;
15. Sanitary Sewer Damaged Covers –caps located in the grass on the exterior of the building that have been damaged by a lawn mower are cleaned out. Replace and mark the areas to prevent further damage;
16. Trash Chutes – hardware is in place and the chute door closes properly;
17. Trash Receptacles - are not overflowing and are adequate in size for the property;
18. Auxiliary Lighting – the back up lighting works even when the test light does not work;
19. Leaking Domestic Water – there are no leaks in the domestic water supply, including the hose bibs located on the exterior of the building;
20. Switchplate Covers – are not cracked or broken.

89. Questions to be Answered
- How do I properly prepare for a REAC inspection?
A: Pray.
- Where should I focus my resources?
A: You have resources?!?
- What is my role during the inspection?
A: Refer to the first question above.

90. Assign a score to the overall property
The Goal
Assign a score to the overall property
condition based on the data collected by the
inspector
Measure physical condition
Objective & consistent
Accommodates all property types & configurations
Numerical Score: 100 point scale
Property types: High-rise to single-family homes
Property Condition Criteria:
Decent, Safe, Sanitary
Good Repair
Data Collected:
5 Property Areas with 50 Unique Items
3 Severity Types + Health & Safety
Objective, consistent

91. Scoring is Based on Objective Data
The inspector records the existence and the severity
of deficiencies according to preset criteria

92. The Scoring Approach
Relative importance (“weights”) were assigned to each physical area, item, and deficiency in the inspection protocol
HUD applies the weights to the inspection data to compute the score
The score is based on a 100 point scale

93. The weights were assigned as part of a consensus process:
Scoring Protocol
The weights were assigned as part of a
consensus process:
- Industry stakeholder input
Public Housing Authorities
Multifamily Housing (Owners / Agents)
Trade groups
PHA industry groups
- HUD information
- Trade professionals’ experience

94. Areas & Items 15% 20% 15% 35% 15% Building Systems Site
Building Exterior
Fencing and Retaining Walls
Grounds
Lighting
Mailboxes/Project Signs
Market Appeal
Parking Lots/Driveways/Roads
Play Areas and Equipment
Refuse Disposal
Storm Drainage
Walkways/Steps
Doors
Fire Escapes
Foundations
Lighting
Roofs
Walls
Windows
Domestic Water
Electrical System
Elevators
Emergency Power
Exhaust System
Fire Protection
HVAC
Sanitary System
15%
20%
15%
Dwelling
Units
Common Areas
Bathroom
Call-for-Aid
Ceiling
Doors
Electrical System
Floors
Hot Water Heater
HVAC System
Kitchen
Lighting
Outlets/Switches
Patio/Porch/Balcony
Smoke Detector
Stairs
Walls
Windows
Areas & Items
Basement/Garage/Carport
Office
Closet/Utility/Mechanical
Other Community Spaces
Community Room
Patio/Porch/Balcony
Day Care
Pools and Related Structures
Halls/Corridors/Stairs
Restrooms/Pool Structures
Kitchen
Storage
Laundry Room
Trash Collection Areas
Lobby
35%
15%

95. Scoring Dynamics Wgt 15% 15% 20% 35% 15% 100% Inspection Areas
Property Physical Condition
Inspection Areas
Site
Health & Safety Deductions
Whole Point Deductions
From Final
Score
Building Exterior
Building Systems
Dwelling
Units
Common Areas
Building
Wgt
15%
15%
20%
35%
15%
100%

96. No Two Properties Are Alike
(For example, if there are no Common Areas on a property,
the other inspection areas become more important)
Property Physical Condition
Inspection Areas
Site
Health & Safety Deductions
Whole Point Deductions
From Final
Score
Building Exterior
Building Systems
Dwelling
Units
Common Areas
Building
Wgt
15%
20%
35%
100%
Wgt
15%
20%
35%
100%
Wgt
18%
23%
41% 0%
100%

97. Scoring Methodology Area Points x Item Weight x Criticality x Severity
Scores calculated based on:
Area Points x Item Weight x Criticality x Severity
Ranges are:
Area Points
Site = 15 Bldg Systems = 20 Dwelling Units = 35
Bldg Ext = 15 Common Areas = 15
Item Weight (Examples)
Smoke Detector = 0 Missing Toilet = 10
Damaged Ceiling = 4.5 Misalinged Chimney = 15.5
Criticality
(5) Critical = (2) Contributes = 1.25
(4) Very Important = (1) Slight Contribution = 0.5
(3) Important = 2.25
Severity
(3) Most Severe = 1.0
(2) Severe = 0.50
(1) Least Severe = 0.25

98. Scoring Methodology (Continued)

99. Scoring Methodology (Continued)

100. Scoring
Dwelling Unit: Living Room,
Ceiling - Holes/Missing Level 3
(Item Weight x Criticality x Severity)
4.5 x 3.0 x 1.0 = 13.5%
*Assuming 250 Units (24 Sample Units)
(Area Points x Item Weight x Criticality x Severity / # Units)
35 x x 3.0 x 1.0 = / 24 = 0.20
Point
Deduction

101. * EH&S TICKET ITEM! * Scoring 15.5 x 5.0 x 1.0 = 77.5%
Building Systems: Domestic Water,
Misaligned Ventilation System - Level 3
* EH&S TICKET ITEM! *
(Item Weight x Criticality x Severity)
15.5 x 5.0 x 1.0 = 77.5%
*Assuming 5 Buildings
(Area Points Item Weight x Criticality x Severity / # Buildings)
20 x x 5.0 x 1.0 = 15.5 / 5 = 3.10
Point
Deduction

102. * EH&S TICKET ITEM! * Scoring 0 x 5.0 x 1.0 = 0 no point deduction
Dwelling Units: Smoke Detector,
Missing/Inoperable - Level 3
* EH&S TICKET ITEM! *
(Item Weight x Criticality x Severity)
0 x 5.0 x 1.0 = 0 no point deduction
40% of the inspected properties have inoperable smoke detectors
90%+ of the time the residents have disabled the detectors
this is a national problem that we must solve together
*Assuming 15 Units (10 Sample Units)
(Area Points x Item Weight x Criticality x Severity / # Units)
35 x 0 x 5.0 x 1.0 = 0 / 10 = no point deduction

103. Questions to be Answered
- How will certain things, like smoke detectors, be checked? (Will the inspector use canned smoke or just push the button?)
A: Push the button. (No cigarettes please.)
- What kind of questions should I ask the inspector before he leaves my site so that I can better understand what went wrong?
A: Don’t let them leave! (Lock them up.)

104. Technical Reviews
You can appeal a physical score if you believe the inspection was not conducted in accordance with the Public and Indian Housing Real Estate Assessment Center (PIH-REAC) Uniform Physical Condition Standards (UPCS) inspection protocol or feel that certain inspection data may have been recorded in error that, if corrected, will result in an improvement in the property's overall score
What qualifies for a Technical Review?
- Building Data Errors
- Unit Count Errors
- Non-Existent Deficiency Errors
What does NOT qualify for a Technical Review?
- Disagreements over the severity of a defect
- Deficiencies that were repaired or corrected

105. Technical Reviews (Continued)
Timeline for submittal:
- Public Housing = 15 days
- Multifamily Housing = 30 days
What to include:
- All property identification information
- All deficiency location information
* OBJECTIVELY VERIFIABLE! *
How to document:
- Written Material
- Photographs
- Video

106. Technical Reviews (Continued)
Where to send your request:
Attn: PASS Technical Reviews
HUD/PIH/REAC
550 12th Street SW, Suite 100
Washington, DC
What can happen:
- Request Denied
- New Inspection Scheduled
- Correct the Inspection Report
(Adjust score)

107. Database Adjustments
You can appeal a physical score if you believe the inspection was not conducted in accordance with … blah … blah … blah … (Same as the previous one.)
What qualifies for a Database Adjustment?
- Local conditions and exceptions
- Ownership issues
- Adverse conditions beyond the owner’s control
- Modernization work in progress
What does NOT qualify for a Database Adjustment?
- Deficiencies that were repaired or corrected
- Deficiencies caused by residents
- Items covered by the Technical Review process

108. Database Adjustments (Continued)
Timeline for submittal:
- Public Housing = 15 days
- Multifamily Housing = 45 days
What to include:
- All property identification information
- All deficiency location information
* OBJECTIVELY VERIFIABLE! *
How to document:
- Written Material
- Photographs
- Video

109. Database Adjustments (Continued)
Where to send your request:
Attn: PASS Database Adjustments
HUD/PIH/REAC
550 12th Street SW, Suite 100
Washington, DC
What can happen:
- Request Denied
- New Inspection Scheduled
- Correct the Inspection Report
(Adjust score)

110. “In The Works”
RAPID 1.0
(a.k.a. DCD 3.0)

111. Prototype Look and Feel
Download Inspection

112. Prototype Look and Feel
Inspection Profile

113. Prototype Look and Feel
Property Profile

114. Prototype Look and Feel
Inspection Sample

115. Prototype Look and Feel Archive / Restore Inspections

116. Prototype Look and Feel
Inspect Common Areas . . . . . . . .

117. Prototype Look and Feel
Inspect Units . . . . . . . . . . .

118. Questions to be Answered (Continued)
- How do I appeal a finding, and what kinds of documentation do I need to back up my appeal?
A: Ha, ha ha. That’s a good one!
(Ever hear of “War and Peace”?)
- How do I educate my residents during their annual inspections in order to prevent findings during the REAC inspection?
A: It’s easier to just have them move out.
- Is there a checklist of standards I can use before the inspection to help me make sure everything is up to par?
A: The “Top 20” list is a good place to start.

119.
products/pass/pass_trng.cfm

120. For More Information

121. Any Questions?
Phone: (202)